Invitation to tender: set of documents

Not yet reviewed

This is a set of letters and documents that together handle the tender process from enquiry as to interest, through to submitting an invitation. They are drawn to provide a flexible and complete framework for any business, whether in construction, manufacturing, or service provision.

About these documents

This is a pack of the following documents required for a basic tender:

Pre-invitation letter with terms of invitation

Confidentiality agreement

Letter enclosing draft contract

Invite with procedural information

Instructions to tenderers

They are suitable for inviting to tender in any industry. They greatly simplify what can be a complicated process.

To avoid undue complication we have omitted EU inter-country provisions. However these documents are perfectly suitable for an international tender with any country outside the EU.

It shouldn't matter what industry you operate in as so as the suitability of these documents is concerned. Technical material can be included by you to the extent that you think appropriate. You will also need an ultimate contract that will suit your specific purpose.

The procedure the documents provide for is as follows:

You send the letter of interest to possible tenderers on your list. That letter incorporates your ground rules and explains the process further.

The letter is sent in duplicate with your request for one copy to be signed and returned to you. That constitutes agreement by the tenderer to comply.

That first letter also sends a confidentiality agreement. You do not have to use it, but the vast majority of businesses will require this protection.

Interested parties reply, and send back the signed copy of your letter of terms and a signed copy of the confidentiality agreement.

You send out the draft contract. You request, but do not encourage, comments.

After a period of time you have specified, you send out a letter of invitation for tendering against the final version of the contract you have prepared.

That letter also sets out how you intend to deal with the tenders and encloses a set of rules for the tenderers.

The contract for the work

Because the work itself could be so varied, from development to manufacturing to consultancy, we have not included a final contract in this set.

Net Lawman sells a wide range of documents that would be suitable as the contract.

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